What are the responsibilities and job description for the Administrative Coordinator position at Enstructure?
Summary Of Position
The administrative coordinator provides essential clerical and administrative support to accounting and terminal management team. This role ensures smooth daily operation of an office by overseeing all administrative functions. An administrative coordinator will also handle daily data entry and invoice processing that comply with company standards.
Essential Duties And Responsibilities
While performing the duties of this position, the employee is required to stand; walk; and reach with hands and arms. The employee is frequently required to walk with alternate standing. While performing the duties of this position, the employee is subject to a dry, sometimes dusty environment . The noise level in the work environment is usually moderate.
The administrative coordinator provides essential clerical and administrative support to accounting and terminal management team. This role ensures smooth daily operation of an office by overseeing all administrative functions. An administrative coordinator will also handle daily data entry and invoice processing that comply with company standards.
Essential Duties And Responsibilities
- Answer phones, transfer calls, take messages and handle correspondence
- Maintain organized filing systems, update databases and perform data entry
- Copy, scan, and sort mail
- Monitor and restock office supplies
- Provide general administrative support to management and other team members as needed.
- Track and maintain records and related documents for our trucking department
- Code invoices accurately within the company’s accounting system
- Receive, review, verify and enter vendor invoices into accounting system
- Reconcile vendor statements and resolve discrepancies
- Plan, coordinate and execute company and employee and outreach engagement events and initiatives (Company picnics, holiday luncheons, and outreach events)
- Other duties, as assigned
- High school diploma required; bachelor’s degree in accounting/finance is preferred
- Minimum of (3 ) years’ experience in accounting or clerical experience
- Proficiency in Microsoft Office Suite (especially Excel)
- Knowledge of financial software and systems (e.g., Microsoft Business Central, Oracle, QuickBooks).
- Familiarity with office procedures
- Working knowledge of office devices and processes
- Proven ability to meet deadlines and manage multiple projects simultaneously
- Ability to prioritize tasks and meet tight deadlines.
- Strong verbal and written skills for vendor and team communication
- Strong analytical and problem-solving skills.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Excellent time management and organizational skills.
- Ability to handle unexpected issues and adapt to new procedures
- Professionalism in assisting visitors and handling inquiries.
While performing the duties of this position, the employee is required to stand; walk; and reach with hands and arms. The employee is frequently required to walk with alternate standing. While performing the duties of this position, the employee is subject to a dry, sometimes dusty environment . The noise level in the work environment is usually moderate.